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Getting Started with Retail Tracker

Retail Tracker is designed to help small businesses track their inventory, sales, purchases, and clients.
Quick Start Guide
1. Add Products

Start by adding your products to the system. Click on Products in the sidebar, then the New Product button.

2. Add Clients (Optional)

If you want to track sales to specific clients, add them through the Clients section.

3. Record Purchases

Add your inventory purchases through the Purchases section to track your stock levels.

4. Record Sales

Track your sales by clicking on Sales and then New Sale.

5. Monitor Your Dashboard

Use the Dashboard to get an overview of your business performance with charts and statistics.

Using the Dashboard

The Dashboard provides a quick overview of your retail business performance.

Dashboard Elements
  • Sales Summary - Shows your total sales, revenue, and profit.
  • Revenue vs Cost Chart - Compares your revenue against your costs over time.
  • Top Products - Displays your best-selling products.
  • Low Stock Alerts - Warns you about products that need to be restocked.
  • Recent Activity - Shows your recent sales and purchases.
Tip: You can customize the date range to view data for specific periods.

Managing Products

The Products section allows you to manage your inventory.

How to Use Products

  1. Click on Products in the sidebar
  2. Click the New Product button
  3. Fill in the product details:
    • Name - Product name
    • SKU - Unique product code
    • Category - Product category
    • Description - Product description
    • Current Price - Selling price
  4. Click Save to add the product

  1. Find the product in your list
  2. Click the Edit button (pencil icon)
  3. Update the product details
  4. Click Save to update the product

  1. Find the product in your list
  2. Click the Delete button (trash icon)
  3. Confirm deletion in the popup modal
Warning: Deleting a product will also delete all associated sales and purchases. This action cannot be undone.

Managing Sales

The Sales section helps you record and track all your sales transactions.

Recording Sales
Creating a New Sale
  1. Click on Sales in the sidebar
  2. Click the New Sale button
  3. Select the product you're selling
  4. Enter the quantity
  5. The price will be filled automatically from the product's current price, but you can adjust it
  6. Select a client (optional)
  7. Choose the payment status
  8. Click Save to record the sale
Understanding the Sales Table

The sales table provides a comprehensive view of all your sales:

  • Actions - Buttons to edit, record payment, or delete the sale
  • Date - When the sale was made
  • Product - What was sold
  • Client/Customer - Who bought the product
  • Quantity & Price - How many items and at what price
  • Payment Status - Whether the sale is paid or has outstanding balance
  • Profit - How much profit was made on this sale
Tip: Use the filters at the top to find sales for specific products or date ranges.

Managing Purchases

The Purchases section helps you track your inventory acquisitions and stock levels.

Recording Purchases
Adding a New Purchase
  1. Click on Purchases in the sidebar
  2. Click the New Purchase button
  3. Select the product you're purchasing
  4. Enter the quantity
  5. Enter the cost per unit
  6. Add supplier information (optional)
  7. Add any notes about the purchase
  8. Click Save to record the purchase
Note: Adding a purchase automatically updates your inventory stock levels.
Understanding Average Cost

The system calculates the average cost of products based on your purchases:

  • When you make multiple purchases at different costs, the system calculates a weighted average
  • This average cost is used to calculate profits on sales
  • You can see the average cost of a product on its detail page

Managing Clients

The Clients section allows you to manage your customer information and track their purchase history.

Working with Clients
Adding a New Client
  1. Click on Clients in the sidebar
  2. Click the New Client button
  3. Fill in the client details:
    • Name - Client's name
    • Email - Contact email
    • Phone - Contact phone number
    • Address - Postal address
    • Notes - Any additional information
  4. Click Save to add the client
Client Details Page

The client details page shows:

  • Contact information
  • Total purchases and amount spent
  • Purchase history
  • Outstanding payments
  • Notes about the client

You can also edit or delete client information from this page.

Tip: Assigning sales to clients helps you track which customers are your most valuable and allows you to see their purchase patterns.

Managing Your Profile

The Profile section allows you to view your account information and update your password.

Profile Page Features
Account Information

On your profile page, you can see:

  • Your username
  • How long you've been a member
  • Statistics about your products and transactions
  • Recent activity in your account
Updating Your Password
  1. Go to your profile by clicking on your username in the top right, then Profile
  2. Enter your current password
  3. Enter your new password
  4. Confirm your new password
  5. Click Update Password
Important: For security, use a strong password with a mix of letters, numbers, and special characters.

Frequently Asked Questions

Profit is calculated by subtracting the cost from the selling price. The system uses the average cost of a product based on your purchase history. For each sale, the profit is: (Sale Price - Average Cost) × Quantity.

Yes, you can delete both sales and purchases. However, be careful as this will affect your inventory levels and sales history. When you delete a sale, the sold items are returned to your inventory. When you delete a purchase, those items are removed from your inventory.

The system allows you to sell more items than you have in stock, which will result in a negative stock level. This is useful for businesses that sometimes need to make sales before receiving inventory. However, you'll see alerts for negative stock levels on your dashboard.

When creating a sale, you can mark it as "Partially Paid" and enter the amount paid. Later, you can record additional payments by clicking the payment button (money icon) in the Actions column of the sales table.

You can export your data in various formats (CSV, Excel, PDF) using the Export buttons available in the Sales, Purchases, and Products pages. This is useful for creating backups or generating reports.